Terms of Engagement

Last Updated: June 19th, 2025

My goal is to keep our working relationship as transparent and straightforward as possible. I don't use complicated legal jargon, preferring instead to use plain English so that we are both clear on what is expected from the outset.

This document outlines my "Terms of Engagement." Please take a moment to read it carefully before we begin a project. Your first payment acts as your acceptance of these terms.

1. Costs & Payments

I do my best to work to fixed prices and will always outline the full cost and the scope of work in the final proposal I send to you. This proposal is based on our discussions before the project begins.

Sometimes, project requirements change as we progress. If you request additional work outside of the original scope, the price will likely need to increase. Similarly, if there are delays in receiving the necessary information from you, this may also impact the final cost. If for any reason I feel the final price needs to change, I will always discuss it with you first and get your approval before proceeding.

I also retain the right to decline any requested changes after a project has started if I feel they are not achievable within the agreed design or timeframe.

Payment Schedule

Unless we agree otherwise, my payment structure is a 50% deposit in advance, with the final 50% balance due when the main structure of the site is complete and ready for your content.

This is my typical project workflow:

1. We agree on the design, layout, features, and price. I then send you a final proposal.
2. Once you approve the proposal, I will send an invoice for the initial 50% deposit.
3. Upon payment, I will add your project to the next available slot in my work schedule (this is typically 2-3 months in advance). No work is scheduled until the deposit is paid.
4. When your slot becomes active, I will build the "barebones" structure of your site, including navigation, colours, and page layouts.
5. We will review the structure together and I will make any necessary tweaks.
6. I complete the full site structure with all features and add dummy text where needed. At this point, I will invoice you for the final 50% balance.
7. Once the account is settled, I will add the content as we've agreed (whether you supply it or I create it).
8. I will require any ongoing monthly subscription payments (like hosting) to be set up. Once this is done, I will set up your email accounts and publish your new website.

All invoices must be cleared before the website goes live. Invoices can be paid by card via my online payment processor or by BACS. Subscriptions must be set up as an automatic recurring payment.

2. Website Content (Text & Images)

By "content," I mean the text, pictures, logos, and anything else that will be added to your website.

Getting content in a timely and usable format is often the biggest challenge in any web project. It is crucial that you are realistic about the time you can commit to content creation and adhere to any timeline we agree upon. Delays can unfortunately lead to additional charges.

I have three ways we can approach this:

• a) You Do It All: This is the most cost-effective option. You provide all text, fully proofread, and all images, ready for the web. I can set up dummy content areas on the site so you can see exactly what is needed for each page.
• b) I Do It All: After a detailed chat with you, I will go away and create all the text and source the images on your behalf. As this is a very time-consuming process, this is the most expensive option and can significantly increase the project cost.
• c) We Do It 50/50: This is the most popular approach. You provide basic write-ups and I will then edit and proofread them. For images, you can either send me your selections for me to process, or show me the types of images you like, and I will source similar ones.

Content Format & Copyright

• All text must be supplied in a digital format where I can copy and paste it (e.g., an email, Word document, or text file). Photos of text or uneditable PDFs are not suitable.
• You must have the legal right to use any content you provide. If you send me content from another source, I will act in good faith on the assumption you have obtained the correct permissions. You, the client, are solely responsible for any copyright infringement.
• Under no circumstances will I copy content from a third-party website on your behalf.

3. SEO (Search Engine Optimisation)

I have over 20 years of experience with SEO and will always do my best to get your site ranking well. However, SEO is not a precise science, and it can take several months for any work to show results.

I cannot and do not guarantee specific search engine rankings. No one can. Anyone who promises you a #1 spot on Google is lying.

Search engines also constantly change their rules. If an algorithm change affects your site's ranking, any work required to address this is a chargeable service.

4. Browser Compatibility

I test every website across all major, modern browsers (like Chrome, Firefox, Safari, and Edge) to ensure they work as expected. I cannot guarantee your site will look perfect on very old, outdated browser versions that people have not updated.

If a future browser update causes a part of your site to break, I will investigate. If it's a minor tweak, I will typically fix it for free. If it requires more substantial work, this will be chargeable.

5. Social Media & Third-Party APIs

If your site includes features that pull in data from social media platforms (like an Instagram feed), these rely on third-party code called an API. Sometimes, companies like Facebook or X (Twitter) change their APIs without warning, which can cause these features to break.

This is unfortunately the nature of integrating with these large platforms. If this happens, I will always attempt to fix it, usually for free. However, in some cases, a fix may not be possible, and the feature may need to be removed.

6. Domain Names

You are welcome to use a domain name you already own. I can either provide you with the settings to update it yourself, or you can provide me with your login details and I will do it for you. If a third party looks after your domain, please check they are willing to make the required changes.

Please ensure you have full ownership of your domain name!

If you need a new domain, I am happy to purchase one for you. In some cases I will cover this cost, and in others I will invoice you for the price plus a small service charge. If I have purchased a domain on your behalf, I will transfer it to you at your request, provided your account is up to date.

If you are using a domain name that I already owned, it will remain my property should you move your website to another service provider.

7. Hosting

All websites need to be hosted on a server to be visible on the internet. I operate my own servers and, in almost all circumstances, I will host the websites I build. My hosting packages include daily backups, all necessary server maintenance, and professional email accounts linked to your domain.

Hosting must be paid for monthly via an automated payment process. Any hosting account that goes overdue by more than 30 days will trigger an automatic suspension of services.

Self-Hosted Sites

In certain circumstances, I can build a site for you to host on your own server. In this instance, I will provide you with a zip file of your completed website. I will demo the site working perfectly on my server before I send it to you.

Once I send you the files, I can offer no further support. I cannot help you publish the site to your server or fix any issues that may arise from your hosting environment. This is because I have no control over the quality, configuration, or software on third-party servers. If you choose this option, you will need to be comfortable with tasks like using FTP, setting file permissions, and managing your own backups and SSL certificates.

Self-hosted sites typically incur a 25% surcharge (minimum £100) to my regular prices due to the additional build time required.

8. Email

My hosting packages come with a set number of standard email accounts. After I set up your accounts, I will send you the login details. For your security, I do not store your passwords. If you forget a password, I can only reset it, not retrieve it, and there may be a small charge for this.

Due to the huge variety of devices and email clients, I can only offer limited assistance with connecting your specific device to your new inbox. I highly recommend using a service like Gmail to manage your domain email, as it makes the process much easier.

If you require a more robust, enterprise-level email service, I can introduce you to my IT partner who provides Office 365 solutions.

9. Website Management

As well as building websites, I also offer ongoing management services. If you have a monthly management contract with me, all payments must be made via an automated process on an agreed date.